PART 1 – PUBLIC DOCUMENT
AGENDA ITEM No.
12
TITLE OF REPORT: GROUNDS MAINTENANCE CONTRACT RENEWAL
REPORT OF THE HEAD OF LEISURE AND ENVIRONMENTAL SERVICES
PORTFOLIO HOLDERS: COUNCILLORS MRS L.A. NEEDHAM & I.J. KNIGHTON
1.
PURPOSE OF REPORT
1.1
To seek Cabinet approval, in principle, to the development of new contract
arrangements in preparation for the current grounds maintenance contract expiry on
the 31st March 2012. This preparation would culminate in new contract documents
and award twelve months prior to the expiry of the existing arrangements.
2.
FORWARD PLAN
2.1
This report contains a recommendation on a key decision that was first notified to
the public in the Forward Plan on the 1st December 2009.
3.
BACKGROUND
3.1
The current contract arrangements commenced on the 1st January 2004 and are
due to expire on the 31st March 2012.
3.2
Our current service provider, John O'Conner Grounds Maintenance Ltd, is
contracted to provide all the services to deliver high quality public open spaces to
the Districts residents and visitors within the confines of the contract specification.
4.
KEY CONSIDERATIONS
4.1
Renewal of the current contract arrangements 12 months ahead of the normal
schedule could provide a number of advantages which are –
4.1.1 Spreading of the forthcoming work load for staff in Leisure and
Environmental Services plus Legal, Finance and Procurement sections as there are
a number of contracts that require renewal in 2012.
4.1.2 The future costs of any new contracts would be known well in advance and
could therefore be incorporated into the Corporate Business Planning process at an
early stage.
4.1.3 The additional time between contract award and commencement would
allow for better planning and preparation to limit any service disruption at the time of
transition should an alternative provider be appointed.
4.1.4 At contract award the District Council would be able to offer any employees
transferring under TUPE job security and therefore retain local knowledge and skills
that could otherwise be lost due to the development of the Olympic site.
5.
LEGAL IMPLICATIONS
5.1
Various elements of the Grounds Maintenance provision in North Herts are a
statutory function of the District Council such as burials and safety inspections of
play equipment. As such the District Council has a responsibility to provide
appropriate various systems, processes and policies to delivery these services.
CABINET (26.1.10)
6.
FINANCIAL RISK IMPLICATIONS
6.1
Due to the current economic climate it is anticipated that any tenders received will
be competitive and as such costs could be controlled. However, due to the volatility
of the financial markets this may not be the case at the time of issuing tenders.
7.
RISK IMPLICATIONS
7.1
None identified at this time.
8.
HUMAN RESOURCE AND EQUALITIES IMPLICATIONS
8.1
There are no human resource or equalities implications relating to this report.
9.
CONSULTATION WITH EXTERNAL ORGANISATIONS AND WARD MEMBERS
9.1
Consultation would take place, via the Area Committees, as part of developing the
new contract arrangements. However the Portfolio Holders for Environment and
Leisure have already been consulted with regards tendering the current contract
early.
9.2
As our current service provider, John O'Conner Grounds Maintenance Ltd, have
also been consulted regarding the early tendering of the contract, who have not
raised any objections to this proposal.
10.
RECOMMENDATIONS
10.1
That Officers are authorised to proceed with preparations to produce new contract
documents earlier than usual for the reasons, as set out in Paragraph 4 above.
10.2
That Officers consult with the Area Committees.
10.3
That a further report be presented to Cabinet to explain any amendments to the
contract specification and their potential impacts prior to the publication of any
tender documents.
10.4
That a report be presented to Cabinet to inform Members of the results of the
tendering process and to seek approval for award at that time.
11.
REASONS FOR RECOMMENDATIONS
11.1
To allow reasonable opportunity for the grounds maintenance contract to be
renewed with minimal disruption to the service provision and to enable the District
Council an opportunity to better forecast its future financial commitments.
12.
AUTHOR
12.1
Andrew Mills x 4272 andrew.mills@north-herts.gov.uk
Service Manager – Grounds Maintenance
13.
CONTRIBUTING OFFICERS
13.1
Vaughan Watson x 4641 vaughan.watson@north-herts.gov.uk
Head of Leisure and Environmental Services
13.2
Tim Neill x4461 tim.neill@north-herts.gov.uk Accountancy Manager
13.3
Kerry Shorrocks x4224 kerry.shorrocks@north-herts.gov.uk
Corporate Human Resources Manager
CABINET (26.1.10)